In New Hampshire contact: Captain Bob Pragoff, Phone: ext 106

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1 The Emergency Response Corps (ERC) is a 20 person AmeriCorps program that supports individual AmeriCorps Members at host sites throughout Northern New England. AmeriCorps Members serve in fire departments, ambulance services and disaster services agencies to help recruit and retain volunteers that will assist in emergency and disaster response. Members work to help expand community services provided by each department such as: develop and present public safety awareness, disaster preparedness and fire prevention education to schools and organizations in the communities in which they serve. ERC AmeriCorps Members also enhance response capabilities by serving as firefighters and/or EMTs and disaster volunteers who respond to emergency and disaster calls in their coverage areas. Choose one of your existing volunteers to become your AmeriCorps member or recruit someone from outside your community. The ERC currently has funding available to provide AmeriCorps positions throughout the Northeastern United States. Applications are currently being accepted from organizations that desire to be a host site beginning on October 21, Please note that organizations that are reapplying for funding must submit a proposal each year to be considered as a partner for the coming grant year. Fax, mail, or completed application to Billye Senecal at: Billye Senecal C/O Goodwill AmeriCorps PO Box 8600 Portland, Maine, Billye.senecal@Goodwillnne.org Ph: Fax: Program Inquiries: BEFORE COMPLETING THIS APPLICATION: Please contact Billye.senecal@goodwillnne.org to express interest. She will work with interested organizations to complete the application process and answer questions in order to quickly bring on new host sites smoothly.for questions about how the ERC program works in your state, please call or the contact for your state (below). In New Hampshire contact: Captain Bob Pragoff, rpragoff@safety.state.nh.us, Phone: ext 106 In Vermont contact: Michael Greenia, Asst. State Fire Marshal/Education Coordinator, mgreenia@dps.state.vt.us Phone: In Maine contact: Billye Senecal, Program Manager, Emergency Response Corps, Goodwill Industries of NNE, billye.senecal@goodwillnne.org, Phone:

2 Emergency Response Corps Request for Proposal The Mission of the Emergency Response Corps is to provide AmeriCorps positions that will assist host sites in working to create or enhance effective volunteer recruitment and retention systems for emergency services that depend on volunteers to respond to emergencies. ERC Members assist communities in preparing to respond to emergencies, while responding to emergencies themselves. Members will work with agencies to impact community programming. AmeriCorps Service The purpose of AmeriCorps is to engage AmeriCorps members in direct service and capacitybuilding to address unmet community needs. The intent of the ERC AmeriCorps program is to develop or augment volunteer recruitment and retention initiatives, to increase the number and availability of volunteers at host sites, as well as to address needs for public safety education and added manpower in the fire and ambulance services. Who Can Apply? Any nonprofit public safety organization or agency, including fire departments and ambulance services, disaster response and preparation organizations, EMAs, other public agencies/organizations, and municipalities may apply to host ERC AmeriCorps Members. Common ERC AmeriCorps Member Activities - Recruitment, management and retention of volunteers - Community outreach and education - Organizing and implementing special projects - Public Safety and Disaster issues - Strengthen the capacity of the departments or organizations they serve - Responding to emergencies and disasters Timeline - First day of service October and November 2011 (see application) - Member Orientation November 3 & 4, 2011 The Cost Host sites agree to pay $9,800, which is approximately half the cost of the stipend, benefits, and training for the member (package valued at approximately $18,500). Sites determine their individual cash match payment schedule in the Host Site Contract which will be paid completely within 4 months of the member s start date. *Please note, selection as a host site is not binding.* Member Benefits Members receive a compensation package of approximately $18,000 for a 1700-hour, 11 month commitment as an AmeriCorps Member serving between Fall 2011 and Fall Members receive an $12,100 living allowance, health insurance coverage, and a $5,550 education award (upon completion) to apply to previous federal student loans or continuing education costs at a 2

3 Title IV Institution. Applicable student loans can be put in forbearance and any interest accrued during the term will be paid by AmeriCorps. Members are covered under Workers Compensation. Members also receive significant professional and personal development training. Roles and Responsibilities Goodwill Industries of NNE Responsibilities: - Distribute and collect Host Site Contract between Goodwill and each Host Site - Payment of living allowance and benefits (including education award from AmeriCorps) - Health benefits - Oversee recruitment, selection, and placement of ERC members, in partnership with Host Site - Orientation and continuous training for ERC Members - Provide on-site support and technical assistance, as necessary - Assess program and member progress towards objectives - Provide opportunities for member professional development - Oversee grievance procedures, if necessary - Oversight, evaluation and quality assurance to meeting ERC and AmeriCorps objectives - Member and supervisor support - Reimbursement of mileage required for Goodwill AmeriCorps sponsored events Host Site Responsibilities: - Cash Match ($9,800) - Completion of Host Site Contract prior to the start of the ERC Member - Reimbursement of member/project-related travel expenses - Daily supervision of the Member by a designated Site Supervisor - Provide office space and materials (including phone, fax, computer, , etc) Site Supervisor Responsibilities: - Participate in Member Recruitment/Selection webinar and Supervisor orientation (to be scheduled individually) - Recruit and interview potential candidates, including checking references - Orient, train, and introduce ERC Member to the community - Send Member to Mandatory ERC Orientation November 3 rd & 4th, Serve as advocate and liaison to host site and AmeriCorps program, when appropriate - Document in-kind contributions, including hours of supervision - Assist members in completing reports, evaluations, timesheets, and other required documentation in a thorough and timely manner. - Support the member s attendance at AmeriCorps trainings, personal professional development, and AmeriCorps service events. Provide time in member s work plan to complete all service-related paperwork and ERC goals. - Communicate in a timely manner with AmeriCorps about any problems or concerns about the member, should any significant issues arise Prohibited Activities Member position descriptions may not include political campaigns, significant organizational fundraising, religious proselytizing, helping or hindering union activity, or providing support to a for-profit organization. Members are not allowed to be used as temporary admin staff. They may partake in shared admin responsibilities (sharing responsibilities to answer the phone), but administrative duties should not be an expected routine. AmeriCorps members may not be used to replace or displace employees or volunteers. 3

4 (f) Nondisplacement. (1) An employer may not displace an employee or position, including partial displacement such as reduction in hours, wages, or employment benefits, as a result of the use by such employer of a participant in a program receiving Corporation (AmeriCorps) assistance. (6) A participant in any program receiving assistance under this chapter may not perform services or duties that have been performed by or were assigned to any (i) Presently employed worker; (ii) Employee who recently resigned or was discharged; (iii) Employee who is subject to a reduction in force or who has recall rights pursuant to a collective bargaining agreement or applicable personnel procedures; (iv) Employee who is on leave (terminal, temporary, vacation, emergency, or sick); or (v) Employee who is on strike or who is being locked out. See full text in the Corporation s regulations at Host Site Application Process BEFORE COMPLETING THIS APPLICATION: Please contact Billye.senecal@goodwillnne.org to express interest. She will work with interested organizations to complete the application process and answer questions in order to quickly bring on new host sites smoothly. The Host Site application consists of an information page and application. The questions on page 6-7 address basic information about your organization and plans for the AmeriCorps Member. It also requests information on the supervisory plan for the member. When completing the application please answer the questions as thoroughly as possible, but please limit your application to 4 pages. Emergency Response Corps Performance Measures The following have been selected as the outcomes for the ERC. The host site s project should closely fit in with the following performance measures. Volunteer Management and Capacity Building: Outputs: The Emergency Response Corps will provide volunteer management training to all stipended Members and their department Chiefs and staff. With an expected 15 departments and 17 Members we expect 25 individuals to attend the volunteer recruitment and retention trainings. Intermediate Outcome: 90% of fire and ambulance departments that host an AmeriCorps Member will have an increased understanding/awareness of volunteer management principles (best practices) as reported in an end of program host site survey. End Outcome: 90% of fire and ambulance departments that host an Emergency Response Corps Member will have an "increased capacity to respond to emergency calls as measured through pre/post program assessments that measure: decreased response time; increased volunteers out on scene; increased number of full or part time volunteers; increased or enhanced volunteer management systems. Member Professional Development Intermediate Outcome: 90% of ERC AmeriCorps Members will show increased skills or professional knowledge due to their term of service in the program as reported in an end of year evaluation. 4

5 Emergency Response Corps AmeriCorps Host Site Application Instructions: Please read through all the questions and answer them with as much detail as possible. Please maintain this format throughout your document. Applicant Organization/Department Member Supervisor Name Name Address Address Same City State Zip City State Zip Telephone ( ) Telephone ( ) Fax ( ) Fax ( ) Agency Director Name Title Web address Type of Applicant) A. Local Government B. Statewide Government C. Community/Faith based organization D. Educational Institution E. State Non-Profit F. Local Non-Profit G. Other (Specify): Number of AmeriCorps members requested: 1700 hour 900 hour Geographic Location: County in which the AmeriCorps Member(s) would serve: Indicate letter in box Verification of agency charter may be requested. Was your organization previously awarded AmeriCorps Members? If yes, name of sponsor: Specify years: and number of Members: When selecting members, AmeriCorps sites are required to comply with the Equal Employment Opportunity Act. Further information on this law can be found at: Please initial to verify you will comply with EEOC laws. Submission of this application does not guarantee that GINNE s Emergency Response Corps will grant an AmeriCorps Member(s) or other resources to your organization, nor does it compel your organization to accept any such resources. Please indicate through a letter of support that key agency stakeholders have been informed of this application and concur to fully support the member achieving the goal described in this application. Please indicate who will be submitting a letter of support along with their address. Name Title Phone: 5

6 Emergency Response Corps Host Site RFP Narrative Please limit your complete application to 4 pages. 1. Organizational Background (0 Points): Briefly describe your organization s mission, the community/population served, and your organization s experience in the areas in which you expect to involve an AmeriCorps Member. (This 1-2 paragraph description-about 800 wordswill be used in the member s official position description) 2. Volunteer Recruitment (12 Points): The Emergency Response Corps aims to have AmeriCorps Members help recruit additional volunteers for your organization. This will include helping to improve your volunteer recruitment and retention systems. What methods do you currently use to recruit and manage volunteers? How can the AmeriCorps Member help to improve your system? What support can you give the member in developing a strong volunteer recruitment and retention plan for your department? 3. Member Supervision (21 Points): Please provide details on who will supervise and support the Member and what their supervisory experience is. Provide clear support for entry level position. Will the member have a workspace with desk, computer/internet access, phone, office supplies, etc to support their work? 4. Member Activities (15 Points): Include a clear description of proposed AmeriCorps Member activities. Include significant other projects. Member Activities: Provide a bulleted list of Member position activities (this will be used within the official member description) Work Schedule/Working Conditions: The following paragraph will be included in each job posting provided to applicants. If corrections are necessary to make it fit your proposed member job description please edit it to fit your member s position: hour week. Fast paced environment with various deadlines and multiple internal and external stakeholders. Work is performed both in an office setting using computer, copier, fax, and general office equipment and in the field responding to emergencies. Member Position Information (copy this information for each member position if you are applying for multiple members): Position Title (select one): EMT Firefighter EMT/Firefighter Vol. Coord. Immediate Supervisor Name and Title: Host Site Location (city, state): Term of Service (select 1):..10/21/11-9/20/ hour member term..11/4/11-10/4/ hour member term..900 hour term: Dates:.. (There aren t set dates for these positions, other than starting on a Friday start of payroll and ending on Thursday end of payroll. Typical is 5-6 month full time w/insurance or part time ending by 10/4/12) 6

7 5. Member Training (12 Points): What sort of trainings will you provide the AmeriCorps member in regard to professional development? How will you support/provide for member training needs? Will you agree to allow the Member to attend the mandatory trainings provided by the ERC? How do you plan on making this a successful growth experience for the AmeriCorps Member? 6. Performance Goals (15 Points): As a federally funded program, we are required to attain certain goals. These goals are outlined in the performance measures section on page 9 of this document. How will you, as a host site department, work with the Member to help them fulfill the goals of the performance measures (increased understanding of volunteer management, increased volunteer recruitment efforts, increased capacity to respond to calls, increased member skills/knowledge)? What other projects will the member be responsible for at your department? 7. Community Impact and Support (10 Points): How will you utilize the member and this program to impact and strengthen your community? Please describe what support currently exists for the program. How you will develop community support for the AmeriCorps position? 8. Budget (5 Points): Please also describe your budget (how you will provide) for the cash match. 9. Recruitment (5 Points): Do you have current volunteers or members of your community who may be interested in becoming your ERC AmeriCorps member? Please explain. How will you go about recruiting your AmeriCorps member? 7

8 Stipended Scoring Criteria for Emergency Response Corps Applications Proposals will be selected based on the following selection criteria: Volunteer Recruitment: 12 Points Topic Description Possible Point Plan for Volunteer Includes clear plan for activities around recruitment and management of 5 Management volunteers. Support for Developing a plan Includes clear plan for Host Site to support member in their volunteer 7 management efforts. Total 12 Member Supervision: 21 Points Topic Description Possible Point Supervisor Experience Successful Management experience 8 Member Support Clear description of member support for entry level professionals 8 Work Space Description Desk, computer, and phone provided 5 Total 21 Member Training and Activities: 27 Points Topic Description Possible Point Member Activities Clear plan for member activities 8 Other Projects Other meaningful projects are clearly defined in the timeline and project 7 description Host Site Training Support Includes both Host Site supported training and encouragement to member s to 7 attend AmeriCorps sponsored trainings. Member Experience/Growth Provides clear plan to make position a successful growth experience for member 5 Total 27 Performance Goals: 15 Points Topic Description Possible Point Volunteer Recruitment and Clear plan for volunteer recruitment and management practices 5 Management Increased Capacity Clear plan for increased capacity to respond to calls 5 Member Skills/Knowledge Clear plan for support in increased skills/knowledge of members 5 Total 15 Community Impact and Support: 20 Points Topic Description Possible Point Community Impact Shows connection between member activities and impact within the community. 5 Community Support Clear ideas of ways in which to develop community support. 5 Budget Includes budget to support the member and cash match support 5 Member Recruitment Clear plan for recruiting a member 5 Total Points 20 Corporation Selection Criteria: 5 Points Topic Description Possible Point Project Quality The quality of the national service program proposed to be carried out directly 1 by the applicant or supported by a grant from the applicant. Project Innovation The innovative aspects of the national service program, and the feasibility of 1 replicating the program. Project Sustainability The sustainability of the national service program. 1 Quality of Leadership The quality of the leadership of the national service program, the past 1 performance of the program, and the extent to which the program builds on existing programs. Community Involvement The extent to which participants of the national service program are recruited 1 from among residents of the communities in which projects are to be conducted, and the extent to which participants and community residents are involved in the design, leadership, and operation of the program. Total 5

9 Education Award Only Positions These are separate and different from full time, 11 month stipended positions Education Award Only Positions are offered to any Organization working with emergency services. This means that you can give education awards ($1175-$5550 to use towards educational expenses) to volunteers at your organization for volunteering with you during a term of service. This model works great with existing long term volunteers, internships, apprenticeships, summer camps, after school programs, etc. Requirements of the Host Site: Host Site is responsible for all recruitment of education award only members Supervisor must ensure that ALL paperwork is completed by member including: o extensive enrollment paperwork including fingerprints/fbi Background check o online and hard copy forms o weekly online timesheets even when not accruing hours o exit paperwork and evaluations Daily supervision provided for position. Approve weekly member timesheets online Written description of the work of the education award only member Who s eligible for an Education Award Only Position?: This member must be 17 years of age or older. They may receive a stipend through the organization as part of an internship, apprenticeship, volunteer, live-in or similar short term position. They should be working in conjunction with the host site. What an Education Award Only Member can do: This position has the flexibility to work in any capacity within your organization. They MUST still abide by allowable and prohibited activities of AmeriCorps Members. They are not required to be involved in any of the trainings. These are strictly volunteers to assist your organization in rewarding volunteer or internship positions with the extra incentive of the education award. **** An education award only position that fails (member drops out, doesn t complete term, or never gets recruited) has a large impact on our program s recruitment and retention rates and can greatly impact our future funding. We ask that you consider a reasonable number of education award only slots that you think your organization can utilize. You can always ask for more if you fill all of your slots! ****** Term of Service Education Award 300 Hours $ Hours $ Hours $2775 Education Award Only Member Benefits: Education Award Educational Loan Forbearance during length of term Interest Accrual Payment upon completion of successful term 9

10 Education Award Only Position Application Check out our explanation of BONUS education award only slots for our partner host sites. If this sounds like something that would fit well with your organization, please make a REASONABLE estimate of the number of slots you would like for the coming grant year: October 10, 2011-October 9, As with all of our slots, upon selection and granting of the slots, you are only guaranteed the slot upon recruitment of a successful member. If you are having trouble recruiting, our program will seek out other partner organizations to fill the education award only slot to ensure 100% recruitment rates. Our Site can REASONABLY commit to the following education award only slots: # of Positions Term of Service Estimated Timeframe 300 Hours 450 Hours 900 Hours 10

11 Position Description Must be completed for each position requested (please specify if this/these will be stipended or ed award only position(s).) Organization Background Briefly describe your organization s mission, the community/population served, and your organization s experience in the areas in which you expect to involve an AmeriCorps Member. (This 1-2 paragraph description-about 800 words-will be used in the member s official position description) Member Position Information (copy this information for each member position if you are applying for multiple members): Position Title (select one): EMT Firefighter EMT/Firefighter Volunteer Coord. Other : please enter title name for other Immediate Supervisor Name and Title: Host Site Location (city, state): Approximate Term of Service: Dates for Stipend Members (full-time) Term of Service (select 1):..10/21/11-9/20/ hour member term..11/4/11-10/4/ hour member term..900 hour term: Dates:. Dates for Ed Only must be between 10/10/11 and 10/9/12): Term (Select 1): 1700 hours 450 hours 900 hours 300 hours Member Activities: Provide a bulleted list of Member position activities. Provide separate list for EACH Education Award Only Position (this will be used within the official member description) Member Activities: o o o o o o 11

12 Work Schedule/Working Conditions: The following paragraph will be included in each job posting provided to applicants. If corrections are necessary to make it fit your proposed member job description please edit it to fit your member s position: hour week. Fast paced environment with various deadlines and multiple internal and external stakeholders. Work is performed both in an office setting using computer, copier, fax, and general office equipment and in the field responding to emergencies. Briefly describe what the member(s) would be doing. What is the value added component (how is this member/these members set apart from other similar or past volunteer positions at the organization? Are these positions that your organization has utilized in the past? Is there a stipend attached to the position? Do you have a volunteer in mind for this education award already? (this does not effect your ability to receive an ed only position, but rather gives us a better idea of the position and plans of the organization). 12